Executive Coordinator

Job Summary

This position provides executive-level support for the Director, Indigenous Strategic Initiatives as well as the Senior Advisor and Associate Vice-President (AVP), Indigenous affairs, as well as support for projects carried out by the Office of Indigenous Strategic Initiatives. As a primary contact for the Director (OISI), this position liaises with the University, Indigenous communities and organizations, and with various external agencies on behalf of the OISI office. This position is situated in a demanding environment which requires the highest level of tact, discretion and sensitivity with a particular focus on Indigenous community engagement. The incumbent is expected to establish deep understanding and knowledge of the departmental functions of the OISI and UBC Indigenous offices, university policies and procedures, and related organizational protocols. The incumbent is expected to apply an extensive understanding of the objectives and mandate of the OISI to coordinate and complete a variety of projects under their mandates. The incumbent is expected to apply an extensive understanding of the objectives and mandate of the Indigenous Strategic Plan (ISP).

Organizational Status
This position reports directly to the Director (OISI) and receives direction from the Senior Advisor and Associate Vice-President, Indigenous Affairs, and other OISI staff members. They work in collaboration and partnership with other executive offices across the university, as well as with external vendors, committee members and stakeholders.

Work Performed

• Manages various projects and parts of projects for the OISI office which includes: identification, implementation, review and management of all aspects of the project cycle including coordinating activities of project teams, analyzing and evaluating outcomes and providing advice on improvements, as well as day-to-day operational aspects of the office of the OISI.
• In collaboration with Indigenous initiative leads across campus, manages individual project plans, monitors scope, schedule, budget and other key aspects to ensure successful project delivery.
• Ensures the Director is kept informed on new developments that are related to various projects and meetings.
• Collaborates and consults with other Indigenous initiatives across campus and Indigenous communities and partners following their unique protocols, and in particular with the Musqueam Indian Band.
• Strategically manages the Director’s and Senior Advisor/AVP’s priorities and professional commitments, exercising judgment in reviewing protocol for scheduled events and project priorities.
• Responsible for writing confidential communications, formal reports, including funding applications.
• Liaises with various Indigenous initiative portfolios across the Vancouver and Okanagan campuses to ensure the effective implementation of Indigenous Strategic goals and ensures that interdependencies are identified and managed.
• Identifies, develops and leads implementation of new documentation and systems to ensure smooth overall program delivery and standards, and ensures changes are implemented with careful attention to process and ongoing program viability.
• Collaborate with other UBC faculty members and staff, the Indigenous community and other external stakeholders in a professional manner. Performs other related duties in keeping with the qualifications and requirements of the role.

Consequence of Error/Judgement
This position requires a sophisticated level of judgment, tact, discretion and initiative. Errors in judgment with the internal or external stakeholders could have negative impact on the OISI and the University, resulting in legal suits, poor public relations, financial costs or loss of credibility. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise good independent judgment. Must demonstrate exceptional public relations and interpersonal skills in dealing with the high-profile members of Indigenous community, the university, staff and faculty, senior administrators and member of the government. Inappropriate or errant communication of sensitive issues could have a serious impact and have legal implications.

Supervision Received
Reports to the Director and work closely with other senior members of the OISI team.

Supervision Given
May supervise temporary staff or students.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Experience providing executive level support and working with individuals at senior levels.
• Experience in managing projects that involve a variety of stakeholders.
• Experience working with Indigenous people and communities.
• Knowledge of University policies, procedures, governance and administrative systems preferred.
• Ability to effectively facilitate groups to achieve appropriate outcomes.
• Strong organizational, analytical, problem-solving and planning skills.
• Ability to work independently and cooperatively both within the UBC community and with external stakeholders.
• Proficient in the use of English grammar, spelling, punctuation and professional terminology.
• Proven ability to communicate professionally and tactfully, both orally and in writing.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to listen actively and attentively, and obtain clarification as required.
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to locate required information using a variety of methods e.g., online information sources, manuals, expert sources.
• The incumbent must demonstrate a high degree of professionalism and possess excellent public relations and interpersonal skills in dealing with a diverse range of offices and organizations. Ability to travel when necessary.
• Must be able to work later or within other time zones, when required.